1. Challenges in mass digitization of minimally processed collections
To scan or
not to scan
Challenges in mass digitization of minimally processed collections
Sarah Dorpinghaus
Digital Projects Library Manager
University of Kentucky Libraries

2. University of Kentucky- working on process to do large scale (mostly mass) digitization of minimally (folder/s level processing) manuscript collections. As part of the ingest process, a METS file with Dublin Core fields is automatically created as part of the ingest process. Then “browse” links are placed by the lowest level of description. Goal: replicate the physical environment of sitting at a reading room table, opening a box, pulling out a folder, and looking through the contents of that folder.
Largely successful, but there are kinks we’re still trying to work out. Include things related to the robustness (or lack of) metadata, flexibility of EAD, search interface and how to provide filters for search results of 6k+ items, … but will focus on those issues that arise during the imaging process

3. minimal processing mass digitization
Provide more access
in less time
#2-- Goals of minimal processing =similar to= goals of mass digitization
Minimal processing
-provide access to materials in an efficient manner
-work through backlog quicker
Goals of large-scale digitization
-”scan it all” approach significantly reduces the amount of time spent in selection process for digitization
-if you have a [high capacity] digitization equipment, 1 imaging tech can scan x amount (include number of files and linear feet) in 1 year. 4-7 seconds per scan with auto crop
-get more online in less time.
But....
the issue of those problematic things that missed during minimal processing- the fragile item, the random artifact, the copyright/sensitive item
mass digitization

4. structural challenges
Fragility &
structural challenges

5. structural challenges
Fragility &
structural challenges
mold and pests
tightly bound
framed and matted
encapsulated
burnt and brittle
rolled material
Can materials be damaged
as part of the
digitization process?
Fragile content and structural issues: tightly bound items, framed items, imaging requires some sort of pressure to hold it open, handled, etc.
Can it be damaged to get an image?

6. Equipment limitations
Equipment- Oversize materials and odd formats: artifacts, large map 5’ mounted on wood board, negatives 16x20, no lightbox

7. Duplicates & similar material
3 folders of receipts, do you need everyone or just select a few, folded newspaper-- maybe just kept for an article, but do we still scan the whole thing?

8. Scrapbooks, photo albums, & mixed formats
have to change digitization specs and equipment to meet standards

9. Misfiled & misidentified
Archivists make mistakes. (only human)

10. The surprises
Things stuck in a book- lock of hair, dried flowers, etc.

11. Someone's gotta deal with it
curator / accessioner
processor
imaging tech
Levels of filtration: curator/accessioner, processor, [imaging technician], patron
Depends on how the material will be used/displayed
Decide- are you willing to risk letting the patron be the first person to realize that the item is sensitive, etc.
patron
reference staff

12. Tips from the Technicians
Advice From the Archivists

13. Educate each other on basic practices, standards, workflows, abilities & limitations
Offer tours of imaging area & equipment demos
Work together to establish basic policies
-blank pages, similar material, public domain only?

14. Technician or Archivist?
Organization errors
Description errors
Typos in finding aids or folders labels
Sampling and duplicates

15. Project planning is key
Preservation vs. access
Colorspace
Quality of description
Privacy / sensitivity issues
-- Have the camera technician and archivist meet before imaging. Decide what time of scanning is to be done- access, preservation, etc. Both archivist and technician should survey the entire collection before imaging. You won’t catch everything, but you may catch things that put a digitization project on hold

16. Communication is critical
still the issue of “it depends”.. so have close communication

17. image credits
Orin Zebest
Medical Antiques
Excuse Me While I Buy This Junk
Pencil Revolution
IImage Retrieval
Jafafa Hots
Next Day Flyers
Paperfizz
University of Utah
Iowa Digital Library

18. Sarah Dorpinghaus sarah.dorpinghaus@uky.edu
Digital Projects Library Manager
University of Kentucky Libraries